Productivity Tools for the Mac
Using GTD to Organise your Tasks
Getting Things Done (GTD) is a productivity concept that originated with the publication in 2001 of David Allen´s book of the same name. The GTD take-up has exploded this year as software writers scramble to produce the definitive digital tool to organise not just your work life, but home, family and everything under the sun. This frenzied activity is producing some interesting software, and although most is still in the Alpha or Beta phase, they promise to be powerful tools that could transform how we manage our daily activities.
Allen´s basic approach - compiled from a combination of simplified Zen philosophy and management organisation tools - focuses on clearing your mind completely of any outstanding tasks. In his words you should dump all our stuff into a trusted in-box - be that a metal tray, a notebook or a software program. Only by clearing your mind of extraneous distractions can you then focus on what is at hand and clarify the next action to be taken in each of your projects. It is a straightforward concept, but one that seems to resonate with many people.
According to Allen, everything that comes into your daily life needs either doing, deferring, delegating or deleting. If it can be done within a minute or two, then it should be done there and then; If it needs more thought or attention then defer it; If it needs another's participation first then delegate; Otherwise delete it.
The success of this approach is due to two factors: Defining and Contextualising the 'Next Action'.
Defining the Next Action.
Allen maintains that projects often don't get completed because we have not clarified the achievable next action. "Write book", for example, is too ill-defined to be a useful next action; so too is "Relax more". Better defined would be: Spend half hour researching book idea on net, or Look for Yoga Class in local paper.
Contextualising the Next Action
Once the actions and projects are listed, a tagging process takes place whereby everything is allocated a location: At the computer, at the Office, on the phone, out shopping. So, if your list of next actions contains:
- Get dog a haircut
- Wash socks
- Research next article on-line.
- Pick up steroids before Mr. Universe Contest on Friday
...and you are about to walk down to the shops, you will only need to browse your 'Out Shopping' context to see the relevant tasks and not be distracted about the need to wash socks.
For Mac Users there are three promising programs each in development stage and each offering a specific GTD slant.
iGTD is a free program that links with Quicksilver and even synchronizes your tasks out to iCal. Although It has a basic interface, its strength lies in its simplicity and the programmers energy that is pushing out updates to this beta version every week.
Despite the cool presentation, this beta program still suffers from many bugs as it attempts a far more complex overview of GTD than the other two programs. Perhaps not the ideal beginners choice new to the GTD concept.
Almost achieving an iPhone like expectation, this program is still in alpha and has all the promise to be a market leader. It has the backing of the Omnigroup and, judging by the alpha testing to date, it will clearly offer a complete package wrapped in a simple and elegant interface that inspires intuitive and practical use.
There are many other excellent programs for the Mac that help achieve greater productivity - such as MacBreakZ and Ten Thumbs - but it is the GTD concept that truly distinguishes the three reviewed above. However, any productivity program is only as good as the mind that wields it and although such software may facilitate the achievement of your life's projects, facilitation is not the same as doing. Effort, at some stage in the process, will still be required whatever the claims of the software companies.
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